Facility​/Financial Assistant

Overview

From budgets to buildings, make it all flow—become a Facility / Financial Assistant. UCSC Student Health Services seeks a Facility / Financial Assistant to provide specialized fiscal and facility support to ensure operational efficiency and reliable continuity within our department.

UC Santa Cruz is the county's largest employer and offers a comprehensive benefits package to support health and well-being. More information on benefits is available through UCnet.

Under the general direction of the Business Services Director, the Facility/Financial Assistant is responsible for coordinating purchasing, facility, and fiscal operations for Student Health Services (SHS), including Counseling and Psychological Services (CAPS) and all SHS satellite offices.

• Budgeted Salary: $29.38/hourly
• Benefits Level Eligibility: Full benefits
• Schedule Information: Full-time, Fixed
• Days of the Week: Mon-Fri
• Shift Includes: Day
• Employee Classification: Career appointment
• Job End Date: None
• Work Location: UC Santa Cruz Main Campus
• Union Representation: Clerical Employees (CX)
• Job Code Classification: BLANK AST 3 (004722)
• Travel: Never or Rarely

40% - Purchasing, Travel/Entertainment and Accounts Payable Operations

• Process and track financial transactions for SHS using Cruz Buy and BANNER system. Act as SHS resource person for Cruz Buy, assisting the Director, managers, and staff. Prepare online purchase orders and maintain logs. Monitor and set up blanket purchase orders. Arrange for shipping by coordinating trucking and air/sea forwarder vendor arrangements.
• Ensure all incoming invoices are covered under proper purchase order amounts and descriptions. Resolve financial discrepancies related to data entry. Maintain closed purchase orders and shipping memo files.
• Prioritize, coordinate, and schedule placement of orders in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA regulations. Coordinate the retail pharmacy purchasing process for OTC sales, including ordering from Costco, the receipt and reconciliation, and delivery of product to the Pharmacy.
• Liaison for all vendor relationships for office and medical equipment within SHS. Serve as a resource person for researching and recommending new vendors. Resolve disputes and discrepancies with existing vendors.
• Review Cruz Buy and travel and entertainment transactions for proper authorization, coding, and adequate information, and coordinate approval processes within SHS, the Division, and central units.
• Process travel and entertainment paperwork and reimbursements for all SHS staff. Work with SHS employees to reconcile travel and entertainment paperwork and resolve any issues.
• Monitor and reorder office supplies. Process weekly office order requests. Coordinate printing service needs and process requisitions. Monitor, reorder, and restock printing/paper inventory. Ensure that all SHS copy machines are in satisfactory working order. Contact and monitor vendors as appropriate for needed repairs.
• Devise and create internal forms, flyers, and other resources to assist managers and staff with purchasing, travel and entertainment, and accounts payable processes. Initiate meetings, trainings, and check-ins with managers and staff in relation to these processes. Serve as SHS unit contact for divisional and central offices for problem-solving, approvals, research, and follow-up.
• Prepare high-dollar technical purchases for submission to central purchasing. Obtain written competitive bids and written justification for specialized or single-source purchases.
• Obtain proof of insurance and check business license status for service requests. Establish additional insurance and maintenance agreements, as required for services.
• In conjunction with SHS medical assistants assigned to clinical inventory, maintain an accurate and current inventory database for all medical and orthopedic supplies. Perform a biannual physical inventory count of all medical and orthopedic supplies in central supply. Facilitate and track all medical supply purchases and orders. Remain current on the status of all backorders and returns. Compare received medical supply orders and packing lists.
  
  Liaise with medical supply vendor representatives regarding regular and periodic specialty medical supply orders.

40% - Facility Operations

• Act as liaison and resource for all facility-related issues, including day-to-day events as well as special projects. Resolve problems with facility repairs, services, and related equipment, working directly with SHS employees to solve facility-related concerns.
• Review and respond to various repair, maintenance, and disposition requests, including electrical, custodial, carpentry, plumbing, heating and ventilation, and surplus equipment. Perform occasional hands-on repair and installation tasks related to SHS operations as necessary.
• Submit and process facility work orders for Student Health Services and CAPS…